Intent to Sole Source Service Maintenance for Elekta Versa

The Department of Veterans Affairs, through Network Contracting Office 17, intends to award a sole source firm-fixed-price contract to Elekta, LLC for Gold Level preventive and corrective maintenance and repair services for the Elekta Versa HD and associated TPS, OIS, and ABC systems. Located at the Audie L. Murphy VA Hospital in San Antonio, Texas, the contract consists of a one-year base period from September 14, 2026, through September 13, 2027, with one additional one-year option period. The contractor is responsible for providing all labor, tools, travel, and equipment necessary to maintain the systems, including the supply and installation of mandatory hardware and software safety releases and the use of elekta IntelliMax for remote failure alerts. Key requirements include the assignment of a fully qualified Field Service Representative and a qualified backup, both of whom must have completed formalized training and possess at least one year of experience with the specific equipment model. All services must comply with OEM standards, OSHA, NFPA, and Code of Federal Regulations Part 21. The contractor must provide legible field service reports within three working days of service and provide calibration certifications for all test equipment upon request. Strict security protocols are in place, prohibiting contractor access to government desktop computers and patient health information, and requiring all external media to be scanned for malware by Biomedical Engineering personnel. Memory storage devices must remain in VA custody if equipment is removed from the facility.